Executive Assistant and Office Manager

2 weeks ago

Markham, Ontario, Canada 8Twelve Mortgage Full time

Join the 8Twelve team and be part of revolutionizing the home financing experience in Canada Our proprietary end-to-end mortgage cloud platform INFIN8 provides brokers and borrowers with one-stop solution for all their mortgage needs. With real-time analytics and AI, we reduce approval times and identify the best financing solution available in Canada's largest selection of mortgages. We proudly partner with 65+ mainstream lenders and over 7,000 products to finance Canadian families' dream homes.

We are looking for highly motivated Executive Assistant and Office Manager for our Markham office and the role would be 5 days a week onsite.

The Role responsibilities

  • You manage the day so executives stay focused.
  • You control calendars, inboxes, and office flow.
  • You reduce noise.
  • You create time.
  • This role supports a fast-moving C-level team.
  • The President is the primary executive.
  • Two additional C-level leaders are supported.
  • Judgment matters more than process.

What will you do..

Calendar ownership


• Own and maintain executive calendars


• Schedule, reschedule, and decline meetings after training


• Apply meeting rules once established


• Protect focus time and anticipate conflicts

Email management


• Manage and prioritize five email inboxes


• Triage, flag, and respond


• Draft messages in the executive's voice


• Send emails on behalf of executives

C-level support


• Primary support to the President


• Secondary support to two C-level executives


• Prepare agendas and meeting materials


• Track follow-ups and action items

Office management


• Keep the Markham office operating smoothly


• Coordinate visitors and meetings


• Maintain shared documents and internal files


• Support day-to-day office needs

Tools and systems


• Google Docs, Sheets, Slides


• Asana for task tracking and follow-up

Decision authority


• Make day-to-day decisions independently


• Use judgment to protect executive time


• Escalate fewer items over time as trust builds

Work hours


• On site in Markham


• Ideal start time around 8:00 am


• Flexibility to leave earlier when evening or weekend support is required


• Occasional after-hours support expected

What you bring


• Strong time management


• Clear written communication


• Comfort supporting senior leaders


• Ability to manage shifting priorities


• Confidence working with limited direction

Experience


• Executive Assistant experience preferred


• Experience supporting founders or fast-paced executives required


• Maturity and sound judgment matter more than years

Working style


• Comfortable with urgency


• Calm under pressure


• Will execute cleanly


• Will push back when needed

We are an equal opportunity employer and are committed to providing employment spaces in accordance with the Human Rights Code of Canada and the Accessibility for Persons with Disabilities Act of Canada.

Apply now and be part of the future of home financing with 8Twelve

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